Jackie Cooper
Umina Beach,NSW
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Able to to hear what is said and confirm it back to the caller if required to ensure they feel heard. I pride myself on building rapport and assessing complex situations. I respect the military culture and have great respect for service history. I am solution focussed and always follow up and gain great satisfaction when the client is satisfied.
Overview
33
33
years of professional experience
1
1
Certification
Work History
Senior Administration Assistant
UPA
Wahroonga, NSW
04.2022 - Current
- Managed switchboard for 1800 number Australia wide. Including new and existing consumers, Government bodies (including ACQSC), members of the public, recruitment, procurement, finance and internal calls.
- Implemented new systems and processes to centralise and streamline admin services for the corporate office and UPA regional offices. These include but are not limited to exploring new digital platforms for all Board related matters through Boardeffect, ensuring enhanced security, compatibility of devices, uniform presentation of papers etc. Assisted all teams in administrative capacity, including Homecare, Retirement Living, Aftercare and corporate.
- Introduced stationery ordering processes to cut down on expenditure, review of travel procedures, booked travel, including complex itineraries, updating contact lists, managing the office maintenance etc. Minuting of Board, committee, regional manager, care manager meetings etc. Answering all calls to the corporate office including enquiries from potential residents/the Commission/the Board/complaints/compliments and all internal calls. Organised internal and external events including offsite meetings, training and social functions.
- Managed the membership database, organised the Annual Report and AGM compilation and mail out, managed small fleet of cars for corporate, managed all incoming emails to UPA, procurement needs for teams, worked on projects throughout the year including logistics for company offsite (including all regional offices), uniform introduction and rollout.
Administration Assistant
New Horizons
North Ryde, NSW
10.2014 - 04.2022
- Providing front desk Receptionist and Administration Assistance at the Head Office of New Horizons at North Ryde. This role involves receiving customers/visitors internal and external. Taking phone calls, a high degree of which are challenging circumstances that require calm and problem-solving abilities. Calls and drop in visits from members of the public, customers, Government Agencies and suppliers. Liaising with all facets of the organisation; including clinicians, team leaders, support workers and the C-Suite.
- Performing administrative tasks including booking travel for all staff, budgeting, ordering and approval of stationery for New Horizons. Ordering of business cards and other marketing materials. Managed office bookings for 6 meeting rooms. Managing contracts in the Database and entering information in the Carelink Database for support staff. Organising all incoming and outgoing mail. Managing the administration and facsimile in box for NH. High level involvement in transitioning procurement process to Coupa. General ad hoc duties as required.
- Organised functions including EOY events within budget guidelines for both ADE and Head Office Staff. Organised multiple off site team events at all levels of organisation.
- Administration and property management tasks when seconded to the Assets and Facilities Management department. These included visiting Health houses and liaising with property manager on all maintenance tasks. Preparing work orders, liaising with trades and organising maintenance and repairs to properties. Carelink and Chintaro database work for admin tasks.
- Continuously maintained and updated records and relevant details while answering a high volume of calls and maintaining a rapid response rate.
- New Horizons is a wellbeing organisation that engages with people with a disability, mental health concerns, elderly, those at risk of homelessness, youth and Indigenous Australians.
Customer Service Assistant
Wormald Services
05.2014 - 10.2014
- Taking phone calls from nationwide and overseas callers at a time when this multinational company undergoes a major centralisation of services through the Sydney office. Opening and sorting voluminous mail due to centralisation. Relieving front desk reception, booking conference rooms, collating and liaising with other branches to create up to date phone listings, copying, scanning etc.
- Temporary assignments including:
Administration Assistant – Legal
Mahlab Recruitment
05.2014 - 10.2014
- Greeting candidates and setting up interview rooms. Updating database of upcoming client survey. Updating candidate profiles, sending out contracts, letters of offer etc. Arranging board room lunches for General Counsel.
- Temporary assignments including:
Executive Assistant/Executive Unit Assistant
Achieve Australia
North Ryde, NSW
12.2011 - 05.2014
- Providing administrative support to the CEO’s office and Executive Team. Working directly for the CEO this position involves completing special projects for the CEO, as well as regular tasks for the office. This role frequently required a fast paced delivery of administrative support.
- Business Excellence roles include maintaining Audit, Risk and Compliance databases. Responsible for maintaining Complaints, Compliments, Risk and Donations databases. Data entry, running reports for meetings, managing confidential information, reviewing database structure and making changes to improve layout and relevance of data.
- Assist in the preparation of Papers for Board and Committee Meetings, sourcing venues and logistics for such meetings. Utilising Board Books software for the compilation of Corporate Governance documents for all Board and Committee meetings.
- Complex Outlook diary management for CEO, receiving all info@ emails for organisation and director’s emails.
- Organising staff functions; invitations, venues, catering and all associated logistics. Organising complex itineraries for interstate visits for CEO, Board of Directors and Executive Team. Booking flights, accommodation, site visits etc.
- Organising travel and registration at Conferences/Seminars for Executive Team.
- Power point presentations for monthly manager’s meetings and presentations at meetings.
- Preparing reports, letters and general correspondence. File management including file creation, archiving and retrieval.
- Minute Taking for Executive Team meetings.
- Opening/sorting/distributing company mail/cheque registration. Liaising with CEO and taking appropriate action on item of importance.
- High volume of typing for CEO and team. Photocopying, scanning, PDF, collating and binding documents.
- Achieve Australia is an outstanding not-for-profit organisation that provides accommodation, employment, day programs and respite services to its clients. Achieve Australia services follow a person-centred philosophy and encourage independence and social inclusion for over 550 people with a disability.
Contract Position – Administration for Audit
Beecroft Nursing Home
Beecroft, NSW
11.2011 - 12.2011
- Responsible for the reformatting, editing, typing, scanning and photocopying of all policies and procedures for the Nursing Home in preparation of forthcoming Audit. This included typing of large medical/procedural/OH&S manuals and creation of complex charts and clinical forms for use by nursing staff.
Administration Officer/Records Officer
Douglas Partners
West Ryde, NSW
01.2007 - 10.2011
- Typing of proposals of new work for Geotechnical Engineers. Typing of invoices for the Project Managers. Taking Minutes at the OH&S Meetings; typing and distributing Minutes to Committee Members. Dictaphone typing of letters. Scanning, collating, faxing, emailing and photocopying documents for Geotechnical team.
- Providing relief reception. Answering calls, greeting clients, catering for meetings, distributing mail and organising couriers.
- Utilising Deltek Vision database by generating daily reports for all new projects and making up all new files. Entering Project Quality Plans into Deltek for Geotechnical Engineers and Environmental Scientists.
- Maintaining voluminous filing system for company; filing, retrieval and archiving of files. Managed on site storage of project boxes totalling over 1000.
- Ordering, stocking and replenishing stationery cupboards. Organising repair and maintenance of office equipment.
- Geotechnical Engineers
Part -Time Records Officer and Receptionist
ISS Facility Services Limited
Gladesville, NSW
01.2001 - 01.2007
- Reception and filing for Payroll Manager and Accounts Payable Department. Data entry for Accounts Payable Department.
Swim Coach
Ryde Eastwood Leagues Club
West Ryde, NSW
01.1999 - 01.2007
- Austswim qualified swimming instructor. Teaching babies, children and adult learn-to-swim classes, squad level training and teaching adults and children with a disability.
- Department of Sport & Recreation Various Locations
- Ryde Aquatic Centre 504 Victoria Road Ryde 2112
- Karonga School Epping
Executive Assistant/PR Officer
Maintrain (A Goninan & Co)
Auburn, NSW
01.1993 - 01.1998
- Executive Assistant/Public Relations Coordinator to the General Manager. The company maintained the State Rail Authority fleet of trains (notably the electric Tangara train).
- Provided high level assistance to the General Manager in the start up of this new rail maintenance facility including the day-to-day operations of the office.
- Managed the official opening of the company with 400 office and shop floor staff and an invitee list comprising employees, The Minister for Transport, local MPs and community leaders. Designed the invitations, managed large mail outs. Organised the marquee hire, catering, seating, sound equipment and order of events for the day. Sourced appropriate gifts for all guests. Drafted press releases fielded calls from the media for the General Manager.
- Organised travel, diary management, Minute taking at Board Meetings utilising shorthand and dictaphone skills.
- Implemented and evaluated public relations programs aimed at creating a favourable company image to the community. Built relationship with local community groups, including Barnardos Auburn. Organised employee visits to Barnardos and provided funds and labour to build a cubby house. Author of all press releases for the local newspaper to cover events.
- Organised all Christmas parties for employees and clients. Arranged marquees, catering, Christmas hampers, musicians, animal farm and tractor rides etc
- Compiled and produced monthly company newsletter (photography, interviewing staff, writing articles).
- Prepared and edited correspondence, reports, and presentations.
Education
Public Relations Diploma -
APM Training Institute
Public Relations Course - undefined
TAFE
Skills
- Accreditation exam completion
- Customer complaint resolution
- Aquatic safety trainer
- Infant aquatics instructor
- Instructor for diverse age groups with disabilities
- Proficient in first aid techniques
- Office administration
- Scheduling appointments
- Telephone reception
- Confidential document control
- Customer relations
- Office management
- Account reconciliation
- Appointment scheduling
- Data organization
- Confidentiality handling
- Spreadsheet management
- Business administration
- Mail handling
- Database maintenance
- Verbal communication
- Records management systems
- Document management
- File organization
- Calendar management
- Document scanning
- Presentation creation
- Multi-line phone systems
- Business correspondence writing
- Meeting coordination
- Office equipment maintenance
- Business correspondence
- Travel coordination
- Research
- Proofreading
- Travel arrangements
- Document retrieval
- Supply replenishment
- Meeting preparation
- Transporting files
- Memo preparation
- Office equipment
- Reception desk management
- Administrative operations
- Computer skills
- Customer service
- Microsoft Excel
- Scheduling and calendar management
- Documentation and recordkeeping
- Computer proficiency
- Records administration
- Microsoft Office Suite
- Database entry
- Filing and data archiving
- Microsoft outlook
- Professional and mature
- Dedicated team player
- Deadline oriented
- Meticulous attention to detail
- Client relations
- Prioritization
- Microsoft Word
- Complex Problem-solving
- Records management
- Customer and client relations
- Strong problem solver
- Internal communications
- Mail management
Certification
- Ombudsman NSW
- Austswim Certificate
- St John’s Ambulance
Languages
Indonesian
Elementary
French
Elementary
German
Elementary
Interests
Walking, reading, writing (children’s books), drawing and painting (murals), Indonesian language, travel and cooking Volunteer with support pet at HammondCare Woy Woy facility
Timeline
Senior Administration Assistant
UPA
04.2022 - Current
Administration Assistant
New Horizons
10.2014 - 04.2022
Customer Service Assistant
Wormald Services
05.2014 - 10.2014
Administration Assistant – Legal
Mahlab Recruitment
05.2014 - 10.2014
Executive Assistant/Executive Unit Assistant
Achieve Australia
12.2011 - 05.2014
Contract Position – Administration for Audit
Beecroft Nursing Home
11.2011 - 12.2011
Administration Officer/Records Officer
Douglas Partners
01.2007 - 10.2011
Part -Time Records Officer and Receptionist
ISS Facility Services Limited
01.2001 - 01.2007
Swim Coach
Ryde Eastwood Leagues Club
01.1999 - 01.2007
Executive Assistant/PR Officer
Maintrain (A Goninan & Co)
01.1993 - 01.1998
Public Relations Course - undefined
TAFE
Public Relations Diploma -
APM Training Institute